Sharing Life Trust is a registered charity (no. 110176), with the explicit purpose of relieving poverty and hardship, and building community.
Data Protection Regulations
We are regulated by the EU General Data Protection Regulation 2018 and the UK Data Protection Act 2018.
The law on data protection sets out a number of different reasons for which an organisation may collect and process your personal data, including:
In specific circumstances we can collect and process your data with your consent – for example when you tick a box to receive email or paper newsletters.
We do not have a contractual relationship with any of our data subjects.
If we suspect a serious safeguarding offence, we are legally bound to report it to the appropriate authority.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our charity and which does not materially impact your rights, freedom or interests.
For example, we will use your data in order to be able to provide our charitable services if required on occasions subsequent to a first request.
When do we collect your personal data?
When you visit our website
When you engage with us on social media
When you contact us by any means with a request for support, with queries or a complaint
When you register as a supporter or financial supporter
When you choose to complete any survey we send you
When you’ve given a third party permission to share with us the information they hold about you
What sort of personal data do we collect?
Contact details, such a title, names, address, email and phone numbers
Names and age-related and/or dietary information for other household members (eg: for Foodbank client families)
Personal financial data for clients requiring assistance with debt problems
Contact details, such as title, names, address, email and phone numbers
As above plus Bank/Building Society details, including account number and sort code
We collect contact details and take references on all volunteers. This may include DBS checking, and the requisite information required.
What we do with the information we gather?
Client personal data is held on a time-limited basis (see our Data Retention Policy) in a secure file (see also our Information Security Policy) for the purpose of providing the requested service(s) and fulfilling our relevant legal obligations.
Supporter personal data is held as above for the purpose of informing supporters about the work of the Trust and managing the donations of our financial supporters under relevant charity and taxation law.
Volunteer personal data is held as above for the purpose of managing the use of volunteers and ensuring that those with front-line contact with clients are DBS-compliant.
A Sharing Life Trustee acts as Senior Information Risk Owner (SIRO), and may be contacted by email at firstname.lastname@example.org
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures in our Information Security Policy to safeguard and secure the information we collect.
How long do we keep your personal data?
We are required by law to only keep your personal data for the period necessary to fulfil the purpose for which it was given, subject to either our legal obligations and/or your request for the data to be corrected or deleted. The procedures are described in our Data Retention Policy.
Who do we share your personal data with?
We only share your data with third parties for whom we have your explicit documented consent, or for third party agencies to whom you have already given your consent for your data to be shared with us, or with appropriate agencies in order to be compliant with legal obligations on us (such as where we are given to understand that a serious safeguarding issue has arisen – see our Safeguarding Policy).
What are your rights over your personal data?
You have the right to request the following, which we must action within one month of a validated request:
Access to the personal data we hold about you, which we will provide in a data-portable format, and which will in most cases be provided free of charge, but which is legally chargeable under certain circumstances.
The correction of your personal data when incorrect, out of date, or incomplete. For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
That we stop any consent-based processing of your personal data after you withdraw that consent.
You may request details of personal information which we hold about you under the General Data Protection Regulations 2018. If you would like a copy of the information held on you please write to us at:
Sharing Life Trust, Unit D2, Station Yard, Thame, OX9 3UH or email email@example.com
If you believe that any information we are holding on you is incorrect or incomplete, please write to us or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
Contacting the Regulator
If you feel that your data has not been handled correctly, in the first instance the Information Commissioner’s Office (ICO) want you to take this up with us, but if you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the ICO. You can contact them by calling 0303 123 1113 Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can't be responsible for the content of external websites)
If you have any questions that haven’t been covered, please contact our SIRO by email at firstname.lastname@example.org or by phone on 0300 201 0212
V3.0 23 May 2020